Civil Rights Compliance Membership Areas / Map Codes for E.H.C. and 4-H Units Policy Number: C.E.S.P. 2-6 Date Revised: 5-3-2002 Supersedes: 4-12-2001

Summary: Establishes policy for designation of geographic membership areas for Extension Homemakers Clubs (E.H.C.) and 4-H units.

The Arkansas Affirmative Action Plan requires preparation of maps identifying geographic areas in the county to be used as a base in planning and implementing Extension programs in Family, Youth  and 4-H Education work. Maps should be updated regularly. New maps should be prepared when needed.

Areas defined on the maps must include each E.H. Club and 4-H unit membership boundary. In interracial membership areas, the racial composition must be determined in order to document that either (1) membership in the E.H. Club or 4-H unit reflects the racial composition of the membership area or that (2) "all reasonable efforts" have been made to achieve integration.

Geographic areas determined for legal purposes should be designated on the county map even though those areas are usually larger than are practical for use as 4-H / E.H.C. membership boundaries. Where census data (by race) is available, these geographic areas may be:

1. U.S. census areas such as townships or census tracts
2. Election districts
3. School districts
4. Justice of the Peace districts (county)
5. Alderman districts (city)
6. Community service areas

The advantage of designating these areas is that official data is provided which:

Defines areas where the population is of one race and therefore 4-H / E.H.C. membership in these areas does not require "all reasonable efforts."

Defines areas where the population is interracial and indicates the racial profile of the areas. (The racial profile of a 4-H / E.H.C. membership area within a census area must be determined for "all reasonable efforts" compliance.)

Reflects changes in population and race which provide a guide to major shifts in Extension programs.

Although population data by race may seldom be available based on natural boundaries, these boundaries are sometimes important in determining a 4-H / E.H.C. membership boundary and should be considered. With modern means of transportation, caution should be used to avoid discrimination by using natural boundaries to determine membership areas. A road, highway, or railroad track, for example, is not a barrier to commuting to a meeting place. A long stretch of river without a bridge or a mountain range, for example, could be a barrier to travel to a particular meeting place.

The 4-H / E.H.C. membership areas should be based on distance, population density, and interest in 4-H / E.H.C. When practical, the membership area should include the residences of most of the present members of the club. Careful consideration should be given to potential and future members who reside within a reasonable distance from the meeting place.

Although membership areas may be changed, they should be drawn so that there are logical reasons to believe the areas to be semi-permanent. Boundaries should never be drawn to separate membership areas for the purpose of giving special advantage to groups based on race, color, national origin, or gender.

An 4-H / E.H.C. membership area may be as small as an apartment building, one floor, or the wing of one floor of a housing unit, or it may cover several square miles. Membership areas may include all or any part of the areas where official population data by race is available. If official population data by race is not available, Extension personnel are responsible for determining the data. Sources include, but are not limited to, city or county officials, mail carriers, school bus drivers, local residents, and other individuals knowledgeable of a given area.

Members may not be restricted from moving across membership area boundaries to be a member of an E.H. Club or 4-H unit of their choosing.  A "mass" movement of E.H.C. or 4-H members from one area to another to avoid integration could result in Extension assistance being withdrawn from the club.

Potential membership areas should be identified on the maps in order to provide a basis for efforts in forming new clubs.

When the membership of a club is drawn from throughout the county and there is no residential pattern, a club may be designated as county-wide. In larger metropolitan areas it may be more practical to have more than one club serving an entire city or a region within a city. With the approval of the district director, clubs may be treated as city-wide or regional in nature. If it is not practical to show these clubs/units on the map, information on them should be attached to the map.

Separate maps are to be prepared for 4-H and E.H.C. membership areas using the map coding instructions below.

Map Coding Instruction

Black		Designate the geographic areas of the county with a black outline. On an attached sheet, give the number of youth 5-19 by race (for 4-H maps) or the number of families by race (for E.H.C.   maps) in each geographic area according to the latest census data available.
Red		Designate the membership areas of existing E.H. Clubs and 4-H units with a red outline. Within the membership area of each club/unit, show the racial composition of the membership area:
			All-white membership area (leave outlined area white).
			All-black membership area.
			Interracial membership area.
	X X X	Membership areas for potential clubs/units which might be organized within the next three to five years are outlined with black "X" marks. Within the membership area of each club/unit, show the racial composition of the membership area:
		White	All-white membership area (leave outlined area white).
		/ / / / / /	All-black membership area.
		/ / / / / /	Interracial membership area.
		When a club/unit is organized in a potential membership area, indicate with a solid red line drawn through the middle.

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